Pay.It. Run.It! Retail Software Pay.It! 1

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1 Pay.It Information in this document is subject to change without notice. Companies, names and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Run.IT Systems and Goldman Marcus, Inc.. Run.It! Retail Software Pay.It! 1

2 Pay.It 1 About the Run.It Accounts Payable Module 3 Accessing the Pay.It Module 3 Setting up Pay.It 4 Check Type 4 Categories 4 Invoices, Invoice List 5 Entering a New Payable 6 Entering Manual Payments towards a Payable 9 Attaching Merchandise to a Payable 12 Reviewing Payables 14 Writing a Check for a Payable 15 Voiding Checks 16 Invoices, Reporting 17 Invoices, Payment Calendar 19 Invoices, Re-Occurring Invoices 20 Invoices, Receiving Log 21 Invoices, Write Checks 22 Invoices, Check Register 24 Reconciling Checks 25 Address Book, Contacts 26 Entering New Contacts 26 Address Book, Attach Brands 27 Selecting an Image for a Brand 28 2 Pay.It! Copyright 2001 Run.It! Retail Software

3 About the Run.It Accounts Payable Module This module provides simple control over your business expenses by handling all of your invoices and expenses. Pay.It also allows you to print checks and catalogue checks. In addition, it provides the invaluable service of payable reporting. You can analyze your invoices and checks in various ways. Accessing the Pay.It Module 1. Launch Run.It and, on the main Run.It screen, select the Pay.It icon. 2. In the Login dialog box, enter your User Name and Password, and select the OK button. The main Pay.It window is displayed. Run.It! Retail Software Pay.It! 3

4 Setting up Pay.It Check Type The setup of the check type is found in File, Options, Options for this computer only, Pay.It. Select the format of the laser checks you use. You can choose from three check formats to match the checks you use. You can also choose to have your check stubs display the discounts on each of the check s payables. Select the button of the type of check you want and then select the OK button. Categories This option allows you to maintain the four major categories used in Pay.It The setup for categories is found in File, Options; Misc categories: Select OK when done setting up payable categories. Payable Categories: Enter the categories that you will use to track payables, such as Merchandise, Travel, etc. Payables created from receiving are automatically assigned to the Merchandise category. However, we recommend creating a MERCHANDISE category that you can assign during receiving or when entering an invoice. Checking Accounts: Enter your checking accounts. Contact Types: Enter groups for your contacts. The categories REP. and VENDOR are built into Run.It Payable Exceptions Reasons: Enter the exception reasons that you associate with disputed payables. This category is only useful if you require approval of payables. The default Exception Reason is DISPUTED. 4 Pay.It! Copyright 2001 Run.It! Retail Software

5 Invoices, Invoice List Use this option to enter and track daily business expenses and to keep all invoices on file and print checks. 1. From the menu, select Invoices, Invoice List. The Invoice Listing window is displayed. 2. From this window, you perform the following: Add a new payable by selecting New. For more information, refer to the section in this chapter entitled, Entering a New Payable. View and/or make changes to a specific invoice by selecting Edit. The Invoices window is displayed for that payable. Make any necessary changes and select the OK button. Permanently remove an invoice from your records by selecting Delete. Print a list of invoices by selecting Print List. Print laser checks when writing a check for one payable by selecting Write Check. If you want to write a check for multiple payables, use the auto-check writing feature. For more information, refer to the section in this chapter entitled, Writing a Check for a Payable. Void a check by selecting Void Check. For more information, refer to the section in this chapter entitled, Voiding Checks. Close and exit the dialog box by selecting Exit. Run.It! Retail Software Pay.It! 5

6 Entering a New Payable 1. From the menu, select Invoices, Invoice List. The Invoice Listing window is displayed. 2. Select New. The Invoices window is displayed. 3. From this window, Complete the fields according to the guidelines provided. 4. Close and exit the window by selecting the OK button. 6 Pay.It! Copyright 2001 Run.It! Retail Software

7 FIELD Date Invoice # Store Brand Category Amount Freight Discount Add l Discount Tax Tax 2 Disc. Amount Total Paid Owed Vendor Phone Book. Merchandise. Reoccurring Discount DESCRIPTION Enter the date for this payable. Defaults to current date. Enter the invoice number of this payable. Enter the store number for this payable. Defaults to current store. Enter the brand of this payable. If you attached a Remit To company to the entered brand in the Brands section of Inventory, that company automatically appears as the Remit To for this payable when you enter the brand. Enter the category for this payable. If you want to view Payables by Category reports, you must select a Category here. If the General Ledger module is used a category must be assigned to the invoice. Categories are attached to the Remit To in the Vendor Phone Book. Enter the amount of this payable. Enter any freight charges for this payable. The discount automatically displays. Enter any additional discount that applies to this payable. Tax charged on payables (For Canadian Users) Additional tax charged on payables (For Canadian Users) The discount amount automatically updates, based on the information you entered in the Amount, Freight, Discount, and Add l Discount fields. This field shows the total amount due for this payable. This field automatically displays the total amount of payments you have made toward this payable. This field updates as payments are made View your Vendor phone book when working on a specific invoice by selecting Vendor Phone Book View the list of the merchandise on a specific invoice by selecting Merchandise. See attaching Merchandise to Payable for more information Set options for a re-occurring payable by selecting Reoccurring. Re-occurring payables are a helpful tool for regular bills that are always the same amount. By entering the Re-Occurring Payable options on an existing payable, you are setting that payable as a re-occurring payable template. This payable is then available to process. You can set the payable to re-occur on the same day of every week, on the same first day of every month, or on particular dates each month. However, the payable does not re-occur by itself. The template must be processed when you want the payable to re-occur Recalculate the standard discount percentage that this company is giving you by selecting Discount. The Discount does not affect the amount entered in the Always Take percentage field. In the Discount Calculation window, enter the 1st, 2nd and 3rd discount percentages. The result updates based on all three discount percentages. When you select the OK button, the amount in the Result field now appears in the % field under terms on the Invoice Listing window, and the Discounted Amount is updated NOTE For Canadian users to enable the tax fields on the payable, set this option in File, Options, Accounting/ tenders. Run.It! Retail Software Pay.It! 7

8 Remit To Tab FIELD Company Info. Terms % Net(1) Net(2) Always Take_ % EOM Take Discount Always No Freight Charges DESCRIPTION By default, the Remit to company attached at receiving will be displayed in the company field. If you are entering a payable that does not a have a default remit to or you are changing the Remit To use Select Remit. Enter the applicable terms for the invoice. Enter % deducted if paid prior to 1 st Net date. Net (1) the due date to earn a discount. Net(2) the due date to pay invoice Enter Always Take_% to have an additional discount % applied regardless of terms. Select EOM if this company s bills are due the following month on a particular day e.g. of 20 th.. The EOM cut off day is set in File, Options, Accounting /tenders. Select Take Discount Always to have the terms discount applied regardless of due date. Select No Freight charges if freight is not to be included on this invoice. When selected, you are not able to enter freight charges on this company s payable. 8 Pay.It! Copyright 2001 Run.It! Retail Software

9 Payments Tab View payments made toward the payable. FIELD Pay $ Edit Delete DESCRIPTION Select Pay $ to enter a manual payment for this invoice. Select Edit to modify a manual payment for this invoice. Select delete to remove a manual payment for this invoice. Entering Manual Payments towards a Payable The payments you enter here are those that you make with cash or a hand-written check. To make a payment on this invoice using a computer-printed check, do NOT enter payment on the invoice window. You must exit this payable and then follow the instructions for Write Check or Auto Check Writing. For more information, refer to the section in this chapter entitled, Writing a Check. 1. From the Payments tab, select Pay $. The Payments window displays. 2. Enter the Date and Amount and check # and select an account of the manual payment. 3. Enter the Check# and Account number for this checking account. 4. Close and exit the window by selecting the OK button.. FIELD Date Amount Check # Account (Bank) DESCRIPTION Enter any date that needs to be changed from Today s default payment date. Enter the Amount of the check for this invoice Enter the Check # to issued for this invoice Select the Account (Bank) on which the check will be issued from. The Account is setup is the File, options, misc. categories.. Run.It! Retail Software Pay.It! 9

10 Comments/Miscellaneous Tab Enter any text into the comment field that is relevant to this invoice. FIELD Exception Reason DESCRIPTION If want the invoice to be not approved for payment select the specific Exception Reason. Exception Reasons are setup in File, Options, misc. categories If merchandise on a purchase order is marked disputed on the payable merchandise window then the Exception Reason will be automatically displayed as Disputed. The invoice window will be flagged as NOT APPROVED. PO (REF#) If merchandise on a purchase order is marked as invalid on the payable merchandise window then the Exception Reason will not automatically display an exception reason If merchandise was received from a purchase order the PO(Ref #) will be displayed 10 Pay.It! Copyright 2001 Run.It! Retail Software

11 Split Tab Splits enables you to post one invoice to more than one general ledger account by selecting more than one payable category. All split amounts must total to the invoice amount. If they do not equal you will not be able to save the invoice. 1. From the Split window, select the Add. The split payment window is displayed. 2. Enter the category, store # and the amount of the split. Select OK 3. Repeat step 2 until all categories are entered for this invoice. NOTE The split payable categories and store # will be posted in the general ledger and thereby supersede the store # and payable categories on an invoice. FIELD Add Edit Remove DESCRIPTION Select Add to enter the category and the amount of each split. Select Edit to modify a split. Select Remove to delete a split. Run.It! Retail Software Pay.It! 11

12 Attaching Merchandise to a Payable Merchandise can attached to and removed from a payable. When attaching merchandise only merchandise received either through a transfer or purchase will available to be attached. If a payable has been created from purchase order receiving then merchandise has already been attached. 1. From the menu, select Invoices, Invoice List. The Invoice Listing window is displayed. 2. Select, New to attach merchandise to a new payable or select edit to attach merchandise to an existing payable. The Invoices window is displayed. 3. Select Merchandise. The Merchandise window is displayed. From this window, you perform the following: Print a receiving statement for all merchandise attached to this payable by selecting Print Receiving. Attaching merchandise to the payable by selecting Add Item. When you select this button, the Attach Merchandise to Payable window appears, listing all of the merchandise that you have received to date. Highlight the merchandise you want to attach and select Attach. When a window appears saying Linked, select the OK button. If you want to attach additional merchandise, repeat this method. When you are finished attaching all merchandise, select Exit to return to the Payable Merchandise window. The amount of the invoice is updated with the cost of the merchandise being attached. Search for merchandise received by entering a brand, style, ext. and/or specific date range. Search for transferred merchandise by entering TO# Search for a specific purchase order by entering the PO# NOTE When adding an item you are limited to attaching a single item at a time. Remove merchandise that is attached to the payable by selecting Remove Item. As with Add Item, this affects the amount of the payable. To remove merchandise from the payable, highlight it and select this button. Close and exit the window by selecting Exit. 12 Pay.It! Copyright 2001 Run.It! Retail Software

13 Other Payable Merchandise Features While viewing a payable merchandise window you can use the mouse and "right click" on the item to display a shortcut menu of options that allows you to perform such tasks as viewing additional information and modifying the status of merchandise. OPTION Show Run Show Ordered vs Received Show Unit Sales Show Ordering History Show Receiving History Mark Invalid, Mark Disputed, Mark OK DESCRIPTION Shows the Received Merchandise Detail for the selected item. It displays the basic style descriptors, the total quantity and cost of this item received on the invoice and a size breakdown of the quantities received on this invoice. Shows the Ordered Merchandise Detail for the selected item. It displays the basic style descriptors, the totals of this item ordered and received on the associated purchase order and a size breakdown of the quantities ordered and received. Shows the inventory quantities of this item for this store and all stores plus the total units received, sold, and on-hand. In addition, the total number of units sold since this receiving is displayed. Shows the complete purchase order history for the highlighted style. A line displays for each purchase order and RA that includes this style. Each line shows the computer-generated purchase order reference number, the store number, the order date, the ship date, the vendor, the terms of the purchase order, the number of units ordered, units due, the cost for each piece and the net cost for each piece. The Net Cost is based upon the discount from the vendor. Shows the complete receiving history (positive and negative) for the highlighted style, including every time this style was received from transfers and purchase orders/ra s. A line displays for each purchase order receiving line, RA shipping line and transfer line that includes this style. Each line shows the computergenerated purchase order reference # or TO#, the store number, the date, the Vendor and purchase order terms, the number of units received, the cost for each piece and the net cost for each piece. The Net Cost is based upon the discount from the vendor. Therefore, items received from transfers do not have a net cost. These features are only available if you have selected the Use Approval/Disputes on Receiving through File, Option. Unless all merchandise on a payable is marked as OK, the payable will not be considered Approved. If a payable is Not Approved, you are not allowed to write a check for that payable. If you receive only part of what was ordered for a particular line on a purchase order, that merchandise is automatically marked as Invalid on its payable, and the payable is marked as Not Approved. This forces you to review the payable and its merchandise. You can then mark the invalid merchandise as Disputed. When you select Exit, the Disputed merchandise is automatically moved to its own payable with the same invoice number. The original payable then becomes Approved and its Exception Reason is set as Disputed. You can change the Exception Reason to fit the situation. Run.It! Retail Software Pay.It! 13

14 Reviewing Payables You can review, modify, and delete a payable from your records. The Payable Listing can be viewed as either a Standard List or a Detailed View. The Standard View shows the due date, invoice #, Remit To, terms, total, paid and owed for each listed payable. The detailed view shows all of this plus the invoice date, the brand, the amount of the discount, the exception reason and the status for each listed payable. 1. From the Menu, select Invoices, Invoice List. The Invoice Listing screen appears with a list of payables defaulted to current date and their Total, Paid and Owed. 2. You can filter this list by entering search criteria such as due dates, invoice dates, Remit To company and category. 3. Select the Type of the payables you want to view. Opened shows only payables on which you still owe money. Closed shows only payables that have been paid in full. Past Due shows only payables that are past the due date and have not yet been paid in full. 4. All shows all PO s that match the specified criteria If the Use Approval/Disputes on Receiving option is selected, you can select the Approval status of the invoices you want to view. Approved shows only payables that have been approved. Not Approved shows only payables that have NOT been approved. 5. When you have selected the desired criteria, select Search and the list of payables you want is displayed. 6. Close and exit the window by selecting Exit. 14 Pay.It! Copyright 2001 Run.It! Retail Software

15 Writing a Check for a Payable 1. From the Payable menu, select Invoices, Invoice List. The Invoice Listing window is displayed. 2. Highlight the payable you want to write a check for and select Write Check. The Write Check window is displayed with the remit to, today s date and amount filled in. 3. In the Account field, select the correct bank account name/number. 4. In the Date and Amount fields, enter the date and amount of the check you are writing if different from the default. 5. In the Check # field, enter the number of the check you are writing if different from the default (Check # s automatically increment). 6. Select Print Check Now. The payable that this check is being written for is automatically updated. 7. Select Yes, when asked if you are ready to print. 8. The check will print and the following message will be displayed: Did the check print correctly? Select No, and the check prints again with same check # Select Yes, and the payable will be updated. NOTE If you want to delete a payable that has a payment attached, you must delete the payment first, before deleting the payable. Run.It! Retail Software Pay.It! 15

16 Voiding Checks You may need to void a check after you have written it. Use this option for hand-written and computer-printed checks. 1. From the menu, select Invoices, Invoice List. The Invoice Listing window is displayed. 2. Select void check, the void check box appears. 3. In the Check # field, enter the number of the check you want to void. 4. In the Account field, select the correct bank account number. 5. When all selections/entries are made, select Void Check. 6. The payable the original payment was made on will now become due. 16 Pay.It! Copyright 2001 Run.It! Retail Software

17 Invoices, Reporting It is very important to be able to examine various reports on your payables. You can enter different criteria to limit the scope of each report. You also have two options on the display of these reports. One type, Show Details, provides a full breakdown of information for all invoices on the report. The other option, Show Summary, is a summary that displays a breakdown of information by store and remit to and not for each individual invoice. 1. From the menu, select Invoices, Reporting. The Invoice Reports window is displayed. 2. On the top of the screen depress the button for the type of report you would like to view. Your choices are Invoice Listing, Aging, Invoice Discounts, By Categories, and Check Listing. 3. In the fields shown, enter any desired criteria to limit the information shown on the report. 4. In the Status field, select All, Only Opened, Only Closed for the status of the invoices you want on the report. The Status is not applicable for a Check Listing report. 5. In the Display Type field, select Show Details or Show Summary for this report. 6. When you have selected and entered all applicable criteria, select Run Report to view the report. 7. Close and exit the window by selecting Exit. Run.It! Retail Software Pay.It! 17

18 REPORT Invoice (Payable) Listing Aging Invoice Discounts By Categories Check Listing DESCRIPTION Payable listing or Payable summary report can be run by selecting transaction dates and/or other search criteria. The payable listing shows each invoice depending on the status that was selected with the store #, date due, invoice date and invoice #, total paid and owed. The payable summary shows the total by remit to and store. The payable report can be aged by invoice date or due date. The payable aging by invoice date detail report is similar to the detail payable listing in addition shows total, paid, owed and aging of the invoices. The aging section of the report shows how much is owed in increments of 30 days. The payable aging listing summary shows invoice totals, summarized by remit to and store. The payable discount listing or payable discount summary can be run by transaction dates and/or invoice information. The reports are sorted by remit to and store. The payable discount listing displays date due, invoice #, amount, discount, owed and amount owed without discount. Amount refers to the value in the Amount field on the original invoice. This is the cost on the invoice not including freight and discounts. Discount refers only to any percentage discount given by the company. Owed without discount is the amount owed to the company before Discounts. The Invoice Discount Summary provides the total Amount, Discount, Owed and Non-Discounted Owed for each Remit To and store. The payables by category can be run by transaction date and/or invoice information. The payables by category report is sorted by category and store(apparel, footwear, etc.). The Detail report displays all applicable invoices within each category with their Remit To, Amount, Paid and owed. The Summary display shows only the totals for each category by store and freight. The Check Listing report can be run by payment information and/or invoice information. The check listing report is sorted by bank account and check #. The detail report displays bank account, check #, Remit to, invoice #, store, check date and total amount. The summary report is similar to the detail report except the invoices are not listed. 18 Pay.It! Copyright 2001 Run.It! Retail Software

19 Invoices, Payment Calendar This option displays a monthly calendar that shows the total amount of payables that you owe for each day of the month. You can view any month, past, present or future, at a particular time. 1. From the menu, select Invoices, Payment Calendar. The Payment Schedule window is displayed. 2. The current month appears, showing the amount due on each day of the month. To view other months, click on the red arrows at the top. 3. If you want to view only the amounts due for a particular store, select that store from the Store list. 4. If you want the calendar to also display what you will owe, based upon orders that you are waiting to receive, select Include Future Orders. Include Future Orders assumes that you will receive all items for open purchase orders based on the Ship Dates of the orders. The due date is then automatically calculated from the terms. For example, if you have a PO with a total of $500 of merchandise, a Ship Date of 7/15/98, a 5% discount and the second Net is 60 days, when you select Include Future Orders, $475 are added to the total due on 9/13/ If you want to print the calendar for the month that is currently displayed, select Print. 6. Close and exit the window by selecting Exit. Run.It! Retail Software Pay.It! 19

20 Invoices, Re-Occurring Invoices You may have certain bills that are always the same amount that you receive on a regular basis. With this feature, you only have to enter these payables once and set how often they re-occur. Using this option creates what you can think of as a re-occurring template. When you get the next re-occurring bill, all you have to do is select Process, and the new payable is automatically created based upon the template. When you process a re-occurring payable, each re-occurrence of the payable since the last time you processed is created. For example, you have a re-occurring payable that is set to re-occur on the 1 st of every month. Today is September 5 th, and the last time you processed this re-occurring payable was June 3 rd. When you process the payable today, a payable is created dated July 1 st, another dated August 1 st and a third dated September 1 st. NOTE For a payable to be available for re-occurring processing, you must have already set the re-occurring options on the Invoices screen for the original payable. 1. From the menu, select Invoices, Reoccurring Invoices. The Reoccurring Payables Listing window is displayed showing each of the payable templates that are available for processing. Each line in this list shows the remit to, the store number, the payable category, the date of the last payable created from this template and the re-occurring options for this template 2. From this window, you perform the following: Process all of the listed re-occurring payables by selecting Process ALL. Process a specific re-occurring payable by highlighting it and selecting Process. Display template details for a highlighted payable. You can make changes to a re-occurring payable by highlighting that payable and selecting Show. Do NOT go to the original payable Invoice window and make changes there. You can modify several items for the re-occurring payable when you select this button. The item include the Remit To and its terms, the brand, the payable category, the store number, the re-occurring options, and the actual amounts on the payable. This feature also shows you the date of the last payable that was created from this reoccurring payable. View and modify the re-occurring options for the payable by highlighting that payable and selecting Edit. Completely remove the highlighted re-occurring template by selecting Delete. The payables previously created from that template are not affected, but you cannot create any new payables from the deleted re-occurring template. Close and exit the window by selecting Exit.. 20 Pay.It! Copyright 2001 Run.It! Retail Software

21 Invoices, Receiving Log The Receiving Log tracks each purchase order shipment that you received and each RA shipment that you sent. The Receiving Log in Pay.It is identical to the Receiving Log in Order.It except that the Pay.It Receiving Log provides you with the option of viewing the payable associated with each shipment. Viewing the Receiving Log To view the Receiving Log, do the following: 1. From the menu, select Invoice, Receiving Log. The Receiving Log window for today is displayed. 2. From this window, you do the following: Print a list of all the receivables by selecting Print List. View detailed information for the highlighted receivable by selecting Show Payable. If there was no payable created you will be prompted as such. View styles for the highlighted receivable by selecting Styles. This will display brand, style, ext., store, cost, qty and total. 3. If you want to change what is currently displayed in the Receiving Log, enter the desired search criteria and select Search. 4. When you finish reviewing the Receiving Log, select Exit. Run.It! Retail Software Pay.It! 21

22 Invoices, Write Checks This feature allows you to print checks to a laser printer. You can print multiple checks at one time and you can also pay for multiple invoices on a single check. When you print a check, the amount due for each of the applied payables is automatically updated. To perform auto check writing, do the following: 1. From the menu, select Invoices, Write Checks. The Check Writing window is displayed. 2. Enter the date you want in the Pay bills that are due up until... field. 3. Enter the number of the store whose invoices you are paying or leave blank for all stores in the Store field. 4. If you want to view the amounts you owe for each brand in addition to each Remit To company, select Pay Bills by Remit To AND Brand. 5. To apply the discounts to invoices even if they are past the due date, select Take discounts even if overdue. If you enable the Take discounts even if overdue option, all the amounts owed for these bills will reflect the discount. Whether you enable this option now or not, you can always set whether or not to take discounts on each individual invoice by selecting Edit. 6. Once the correct check options are chosen, select the OK button. The Check Writing list window is displayed, showing all of the companies to whom you owe for invoices that are due before the entered date. This list shows the amount owed to each company and the total. If you selected Pay Bills by Remit To AND Brand, this list also shows the brands for the invoices. 22 Pay.It! Copyright 2001 Run.It! Retail Software

23 7. From this window, you perform the following: Write a check to only one of the companies listed by highlighting it and selecting Write 1 Check. Highlight the company you want to pay and then select this button. A check is printed for that company for the amount shown in its Amount column. Select the invoices that will be paid on a particular check and the amount that will be paid towards each one by selecting Edit. Highlight the company whose invoices you want to adjust and select Edit. A list of the open invoices for this company will be displayed. By default, when you edit a company, each of the listed payables has a check next to it. This check means that the payable is going to be included on the current checks that are do that you are writing. If you do not want to include a particular invoice in the check that you are currently writing, simply uncheck it. Pay all Will check all unchecked payables to be included for payment Pay None Will uncheck all invoices and none of the displayed invoices will be paid Amount to pay enables you to change the amount you will pay for the highlighted payable This will not change the amount on the payable Take dis/ No dis toggles between adding or removing the discount Remove a particular company from the current list by highlighting it and selecting Remove. If you select Write All Checks, a check will not be printed for the company that was removed. Automatically print checks for all of the companies listed by selecting Write All Checks. A check is printed for each company on the list for the amount shown in the Amount column. Print a report of the invoices that are due for each of the listed companies by selecting Cash Requirements Report. This report list is sorted by invoice date, due date, invoice #, amount, discount taken, amount to pay and whether or not the invoice has been approved. each invoice with its due date, total amount, discount taken, the amount you still owe, and whether or not the invoice has been approved. Close and exit the window by selecting Exit. 8. When you are ready to print checks, you have two options. If you only want to print a check for a particular Remit To company, highlight that company and select Write 1 Check. If you want to print checks for all of the listed companies, select Write All Checks. 9. When the checks finish printing, you have the option of reprinting all or a specific check. The payment data is not updated until you select Yes on the question did all check print correctly. If you select cancel no payments will be updated. NOTE If you are paying more than 12 invoices for a particular vendor then more than one check will be printed. The first check will be totaled and printed for the first 12 invoices. The next check to follow will be totaled and printed for the balance of the invoices if less than 12. Run.It! Retail Software Pay.It! 23

24 Invoices, Check Register This is your computerized check register that simulates the check register you would find in the back of your checkbook. Each check that is written from Pay.It or when reimbursing a customer by check at the point-of-sale, is automatically listed in the Check Register. You can also enter deposits made to your checking accounts. When you receive your checking account statement, you should reconcile each transaction on the statement. 1. From the menu, select Invoices, Check Register. The Check Register window is displayed. 2. From this window, you perform the following: Enter a deposit or charge amount by selecting $ Dep/Chrg. You can enter the amount that was deposited at your bank or an amount charged from your bank statement. You can only enter one deposit and one charge per day. Enter a deposit to the highlighted account by select Deposit. Before entering a deposit for a particular account, make sure that the Check Register is displaying that account. After you select Deposit, enter the date and amount of the deposit and deposit description in the deposit from field. Enter a charge to highlighted account by selecting charge. After you select Add charge enter date, amount and charge for (reason) and select OK. Remove an entry from the Check Register by selecting Delete. When you delete an entry from the check register, the balance updates accordingly. It is important to note that if you delete a check from the Check Register, that check is NOT voided. The only place that it has been removed is from the Check Register. For information on completely voiding a check, refer to the section in this chapter entitled, Voiding a Check. If you have mistakenly reconciled a transaction and you want to un-reconcile it, highlight it in the Check Register and select Un-Recncl. Confirm your checks and deposits when you receive your bank statement by selecting Reconcile. For more information on this option, refer to the section in this chapter entitled, Reconciling Checks. Print the check register for the account that is currently selected by selecting Print List. Close and exit the dialog box by selecting Exit. 3. In the Account field, select from the accounts shown. 4. Select Show. The entire check register for that account is displayed. Deposits are listed in the Debit column, and checks are listed in the Credit column. Your Balance at the time of each transaction is shown. A balance that is in parentheses is a negative balance. 5. When you finish viewing your check register, select Exit. NOTE This window may take a few minutes to be displayed. 24 Pay.It! Copyright 2001 Run.It! Retail Software

25 Reconciling Checks The Reconcile feature is used to confirm your checks and deposits when you receive your bank statement. 1. In the Check Register window, select Reconcile. The Check Reconciliation window is displayed, showing each check and deposit for accounts that have not yet been reconciled. 2. The top of the window shows the date that you last reconciled this account, the closing date for that last balance. 3. In the fields provided, enter the closing date of the new statement and the closing balance on this statement. 4. Select the checkbox for each transaction that is reconciled on the bank statement. The Difference field shows any difference between the closing balance for this statement and what it should be according to Run.It. 5. If the amount of a transaction does not match its actual amount on the statement, highlight the transaction and select Change Amount. Then, enter the amount that the statement shows for this transaction and select the OK button. 6. When you have reconciled all transactions on this statement, select the OK button to save. You are asked if you want to print a report. If you select Yes, a list of all transactions that were just reconciled prints. An X displays next to all reconciled transactions lines in the check register. Run.It! Retail Software Pay.It! 25

26 Address Book, Contacts To view contacts for your payables, do the following: 1. From the menu, select Address Book, Contacts. The Contacts list window is displayed. 2. From this window, you perform the following: Search for contacts by a company or contact and selecting Search. Discontinue a search by selecting Clear Search. Enter a new contact by selecting New. Edit an existing contact s information by selecting Edit. Completely remove an existing contact from your system by selecting Delete. Selecting a letter tab to view companies /contact that begin with that letter. Close and exit the dialog box by selecting Exit. Entering New Contacts This option is identical to the Phone Book information you enter in Call.It. For more information on completing these fields, refer to the section in the Call.It chapter entitled, Phone Book. 26 Pay.It! Copyright 2001 Run.It! Retail Software

27 Address Book, Attach Brands This option allows you to attach brands to specific vendors or companies. To attach a brand to a vendor or company, do the following: 1. From the menu, select Address Book, Attach Brands. The Brands window is displayed. 2. From this window, perform the following: Attach a vendor to this brand by selecting Attach Vendor. Attach a company to this brand by selecting Attach Remit to. Enter a new brand to be available for attachment to by selecting New. The New Brand window displays, enter the brand name and select OK. Load a picture of a brand so that it displays next to the brand name by selecting Image. For more information on this option, refer to the section in this chapter entitled, Selecting an Image for a Brand. Print a brands listing by selecting Print. Delete a brand by selecting Delete. 3. Search for a specific brand by entering Brand name in the Brand field. 4. Select the red up and down arrow buttons to scroll through the list of brands available. 5. Close and exit the dialog box by selecting the OK button. Run.It! Retail Software Pay.It! 27

28 Selecting an Image for a Brand To select an image that displays next to the brand name, do the following: 1. From the menu, select Address Book, Attach Brands. The Brands window is displayed. 2. Select Image, and the Image window is displayed. 3. From this window, you perform the following: Obtain an image from a scanner by selecting Acquire. Clear an image you obtained by selecting Clear. Load an image from your hard drive or disk by selecting Load from Disk. The image must be either in the BMP or JPEG format for you to load it. Save an image you loaded to a different disk by selecting Save to Disk. For example, if you loaded an image from your hard drive and want to save it to a floppy disk, select this option. Print the currently displayed images, by selecting Print. Close and exit the dialog box by selecting the OK button. 28 Pay.It! Copyright 2001 Run.It! Retail Software